Share or Direct Access

In the previous article, I concluded that there is no difference in the back end between ‘Share’ and ‘Copy link’. In both cases a link is created.

Share and Copy Links in details | KTNN SharePoint (wordpress.com)

So what is the difference between ‘Share’ (or ‘Copy link’) and ‘Direct Access’ (+Advanced and classic permissions)?

Share or Copy link / Links giving access:

  • You can share with a user and an AD group.
  • You cannot share with a SharePoint group or a Microsoft 365 group.
  • People can only gain access to the file or folder by following a link that has been sent to them. Until they follow the link, they won’t have access to the file or folder, and they won’t find it by using Search.
  • Downloading certain types of files (Word, Excel, PowerPoint, PDF, mp4, …) can be blocked.
  • You cannot share a library, a list or a site. Only a folder, an item and a file can be shared.
  • Permission inheritance is broken.
  • Power Automate action: Create sharing link for a file or folder.

Direct Access, Advanced, Classic Permissions:

  • You can give access to a user, an AD group, a SharePoint group and a Microsoft 365 group.
  • The shared information is findable.
  • You can create custom levels of security.
  • You can give access to a site, a library, a list, a folder, an item or a file.
  • Permission inheritance is broken.
  • Power Automate action: Grant access to an item or a folder (doesn’t allow the use of a SharePoint group).

https://support.microsoft.com/en-us/office/share-sharepoint-files-or-folders-1fe37332-0f9a-4719-970e-d2578da4941c

https://docs.microsoft.com/en-us/sharepoint/dev/business-apps/power-automate/guidance/manage-list-item-file-permissions

Also

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